In PPM Express, projects can be either active or inactive, depending on their progress, stage, and overall status. This classification directly affects how and when projects are synchronized with external systems like Jira, Azure DevOps, Microsoft Planner, and others.
Active Projects
In PPM Express, a project is considered active only if all of the following conditions are met simultaneously:
Project Progress is set to one of:
- Not Started
- In Progress
Project Stage (managed from the Process section) is one of:
- Initiating
- Planning
- Execution
- Monitoring and Controlling
Please note that the Project Stage field is read-only. To update the stage, use the Process section, where you can move the project through predefined workflow stages.
Overall Project Status is not set to:
Done
These values indicate that the project is still ongoing and should be synchronized regularly.
If any of these conditions are not met, for example, if Progress is set to On Hold, even while the Stage is Planning, or if Progress is Completed and the Stage is still Monitoring and Controlling, the project is considered inactive and will not be synchronized automatically.
Inactive Projects
A project is considered inactive if any of the following conditions are met:
Project Progress is set to:
- Completed
- On Hold
- Cancelled
Project Stage falls under these categories:
- Closing
- Suspended
- Cancelled
Overall Project Status is set to:
Done
These projects are treated as completed or inactive and are excluded from scheduled synchronization.
How Data Synchronization Works
Active Projects
Automatically synchronized with external systems according to the tenant's sync schedule (set up in the Tenant Settings).
No manual action is needed to keep data up to date.
Inactive Projects
Do not sync automatically on schedule.
Users can manually synchronize on demand (on the Project dashboard).
Impact of Active vs. Inactive Projects on Other Features
1. The same criteria that define whether a project is active or inactive also influence whether the Project Statuses are updated automatically.
For active projects, status values are calculated automatically according to PPM Express rules.
For inactive projects, status calculation is disabled, with the following exceptions:
- Projects where Project Progress is set to Completed
- Projects where the Project Stage falls under the Closing category
These exceptions are treated as part of project completion workflows, so their statuses will still be updated automatically.
2. All Teams notifications and Email daily and weekly summary notifications are not sent for inactive projects, specifically when:
- Project stage phase is Closing, Suspended, Canceled;
- Project progress is Completed, On-Hold.
3. PPM Insights AI project section: AI content is generated by Insights schedule sync automatically only for Active projects. AI Insight cards are not refreshed by schedule when a project is inactive (Project Progress is On Hold/Canceled/Completed or project Stage Phase is Suspended/Canceled/Closing).
You can regenerate AI Insights manually or change the project progress or stage to have the insights regenerated through project synchronization.